How to positively influence the circulation of employee documents?


The efficiency of document flow in an enterprise depends on their quantity. Currently, there are many interactive tools aimed at improving the flow of employee documents. Thanks to the introduction of electronic document circulation, time and money can be saved. Moreover, electronic forms are an ecological solution instead of tons of sheets stored in binders. Document flow management programs and applications allow for the precise definition of the person responsible for changes and approval. Documents can be transferred between employees immediately. Access to them is easy and transparent. Find out how to positively influence the workflow of employee documents in the company.

Workflow of employee documents - tradition versus modernity

Regardless of whether you use traditional or modern solutions - a well-organized workflow will save you time and prevent losing or losing documents. Both documents stored in paper and electronic form may be destroyed. In the case of the traditional form, the possibility of destruction is much more. The same applies to the threat of theft. Documents archived in paper form also need space for their storage. It is very important because, according to the Act on pensions and disability pensions from the Social Insurance Fund, employee records, together with documents relating to employment and remuneration, should be kept for 50 years from the date of termination of work of the insured employee. If you decide to use the electronic flow of documentation, it is worth remembering about securing your computer against viruses, protecting passwords against unauthorized persons and creating backups.

Storing documentation in electronic form is legal. In this form, you can archive:

  • accounting and tax books,

  • accounting vouchers,

  • copies of cash documents,

  • inventory documents,

  • Financial Statements,

  • payroll.

The entrepreneur may also store in electronic form all copies of paper documents, e.g. bank statements.

How to improve the circulation of documents?

Improving the flow of documentation should begin with an analysis of the current situation. In what situations the current information flow management system fails. Then it is worth defining the goal of the introduced changes and the time for introducing the changes. If improving the flow of documentation requires introducing many changes in order to better organize them, it is better to divide them into several smaller stages, set milestones and assign people responsible for coordinating the changes.

In order for the introduced changes to have a positive impact on the flow of employee documentation, all employees must follow the introduced rules. They need clear and simple guidelines on how to proceed. This applies to all activities related to the management of the circulation of documentation, from as mundane as the correct name of the document to the development of a procedure for submitting, approving and archiving documents.

The entrepreneur may try to improve the circulation of documentation himself, but he may also use the services of a specialized company that will carry out this process for him and then monitor the further status of the circulation.

Electronic document flow

Business digitization is an ambitious challenge. The introduction of electronic documentation flow is not always the best solution for the enterprise. If a company decides to introduce this type of solution, it will be able to integrate the document flow with other systems operating inside the company, e.g. accounting. The task of electronic documentation flows is to save time by automating work and minimizing mistakes. Each employee can have specific permissions to operate in the system. He can have access to employee documents about himself, the current PIT, payroll. Electronic circulation of employee documents may also apply to:

  • HR requests (e.g. holiday requests),

  • recruitment documents (CV, diplomas, certificates of completed courses),

  • employee evaluation system,

  • medical leaves and certificates,

  • business trips and delegations,

  • promotions and awards.

The system should be carefully selected in terms of the specific expectations of the company. Before choosing the right tool, it is worth paying attention to:

  • data security level,

  • system performance,

  • complexity of service,

  • availability,

  • possibility of modification and development.